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An external program is a third-party offering - a partner curriculum, a corporate-wellness benefit, a federation pass, an aggregator like a city-wide multi-gym pass - that a member can use as their entrance method at check-in instead of one of your own memberships, optionally with an extra per-visit fee. You define programs once, and they surface for the front desk at check-in and in dynamic booking pricing.

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When to use it

Use external programs when something other than your own memberships gets a member through the door. Each visit is logged against the program, so you can report on usage and reconcile with the partner, optionally with a per-visit price. Typical uses:
  • An aggregator pass at a padel gym - a regional or multi-gym pass sends players to your courts, and the front desk picks the pass at check-in, which records the visit and its per-visit price.
  • Corporate wellness at a yoga studio - a local employer’s benefit covers its staff’s yoga classes, and you track which visits arrived through it while the employer pays you separately.
  • Reciprocal access at a climbing gym - members of a partner federation are waved in through Direct check-in with no fee.
  • Partner studio drop-ins - a sister gym’s members use your facility under a partnership.
See Worked examples for how to set up the first three.

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Where external programs fit

A program behaves in one of two ways, depending on what you choose in its Validity section:
  • Restricted programs (you pick Classes, Areas, and/or Instructors) become a selectable entrance method when a member checks in against a matching booked class, area, or instructor - alongside Membership and Direct payment. Any Additional Price Per Visit is charged.
  • General programs (no scope) can’t grant access to a specific booking. Instead they do two things: they appear in the front-desk Direct check-in flow (when they carry no per-visit fee), and they factor into dynamic booking pricing. This lets a partner or corporate program adjust prices without being tied to one class or area.
You don’t have to choose a scope at save time - a general program is a valid, first-class program.

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Managing external programs

You define programs in the External Programs section of Settings > Billing > General.

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Viewing all programs

  1. Go to Settings > Billing > General and scroll to External Programs.
  2. The grid shows Name, Code, Club (or “All clubs”), Additional Price Per Visit, Visibility, and Status (active or inactive).
  3. Click a row to edit, or click Add External Program to create a new one.

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Creating an external program

  1. Click Add External Program.
  2. Fill in the General section (see the fields below).
  3. In Validity, keep General program or choose Restricted program to scope it to specific class, area, or instructor types.
  4. Optionally set Operating Hours to restrict when the program is usable.
  5. Click Save.

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Fields

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Visibility

  • Public - offered everywhere, including member-facing surfaces.
  • Admin & Member - offered to staff and to members.
  • Admin only - offered only on staff surfaces; for programs your front desk admits people with but members can’t choose themselves.
Visibility decides who may choose the program, not whether it works. Staff surfaces - the admin, the instructor app, and the point of sale - offer programs of every visibility, including Admin only. Member-facing surfaces - the member portal, the marketplace, and the unattended kiosk - offer only Public and Admin & Member programs.

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Validity

The Validity section decides whether the program is a General program or a Restricted program. For a restricted program, select any combination of:
  • Classes - the program covers check-ins for the class types you list (or all class types if you list none).
  • Areas - the program covers check-ins for the area types you list.
  • Instructors - the program covers check-ins with the instructor types you list.
Choosing General program leaves the program unscoped (see Where external programs fit). A general program can’t grant access to a booked resource, but it drives dynamic pricing and the Direct check-in flow.

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Operating hours

Set day-of-week hours during which the program can be used. Outside those hours, a restricted program won’t appear in the entrance-method picker. The editor starts from a default schedule that mirrors your club’s operating hours - override individual days only when the program’s availability differs.

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Using an external program at check-in

There are two paths, matching the two program shapes: As an entrance method for a booked resource
  1. When the front desk records a check-in against a class, area, or instructor, they choose the entrance method.
  2. External program appears as an option when at least one restricted program is active, in scope for that resource, and within its operating hours. Staff see programs of every visibility; members choosing for themselves see only Public and Admin & Member programs.
  3. The staff member picks the program.
  4. If the program has an Additional Price Per Visit, that amount is charged through the same payment pipeline as a direct-payment check-in, and the visit is recorded against the program.
As a Direct check-in (no booking) At small gyms where staff just wave a member in without a class or area, the Direct check-in flow lists the member’s eligible memberships and any general external programs that carry no per-visit fee, whatever their visibility. Pick the program to log the visit against it. Either way, the visit is logged against the program so you can report on how many times it was used.

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Worked examples

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Aggregator pass at a padel club

A multi-gym pass provider sends players to your padel courts and reimburses you per visit.
  • Name: Multi-gym pass. Code: multigym-pass.
  • Additional Price Per Visit: your reimbursement rate, so revenue reports stay accurate even though the player doesn’t pay you directly.
  • Validity: Restricted program, with Areas narrowed to your padel area type.
  • Visibility: Admin & Member.
When a pass holder books a court and checks in, the front desk selects External program > Multi-gym pass and the per-visit price is recorded.

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Corporate wellness for a yoga studio

A nearby employer covers unlimited yoga for its staff.
  • Name: Acme wellness. Code: acme-wellness. Visibility: Admin only, so only the front desk can choose it.
  • Additional Price Per Visit: 0, since the employer pays you on a separate monthly invoice.
  • Validity: Restricted program, with Classes narrowed to your yoga class types.
  • Operating hours: weekdays only, if the benefit excludes weekends.

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Federation reciprocal access at a climbing gym

Members of a partner climbing federation get reciprocal day access.
  • Keep Validity on General program, so any federation member can be waved in through Direct check-in with no fee.
  • Keep Additional Price Per Visit at 0 so the program stays eligible for Direct check-in.

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Tips & best practices

  • Match codes to your partner’s naming. If the aggregator calls it summer-pass-2026, use that as the Code so finance reports line up with the partner’s statements.
  • Record a per-visit price when the partner reimburses you. Even when the member pays nothing at the door, capturing the visit price gives you an accurate revenue picture.
  • Scope tightly with Validity. A corporate program that only covers group classes should list only Classes, not Areas - this keeps the entrance-method picker clean.
  • Keep Direct check-in programs free. A general program with a per-visit fee is excluded from the Direct check-in list, because that flow only offers no-cost entries.
  • Use Admin only for staff-managed programs. The front desk can still admit people with them, while members can’t choose them in the portal or at the kiosk.

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Troubleshooting

A restricted external program doesn’t appear at check-in Check, in order: the Active toggle is on; the program’s Club matches the club where the check-in happens (or is empty); the class, area, or instructor matches the program’s Validity scope; and the current time is inside Operating Hours. If a member is checking in themselves (portal or kiosk), Visibility must be Public or Admin & Member. A program doesn’t show in the Direct check-in list Direct check-in only lists general programs that carry no per-visit fee. If the program is restricted or has an Additional Price Per Visit above 0, it won’t appear there - it’s meant to be used as a booked-resource entrance method instead. The Additional Price Per Visit isn’t charged Confirm the price is set above 0 and that the program is being used as an entrance method on a booked resource (not through Direct check-in, which excludes priced programs). The charge only lands when the staff member completes the check-in payment. A member sees a program they shouldn’t Change Visibility to Admin only. Members can then no longer choose it, while staff still can. Saving fails with a duplicate-code error A program with that Code already exists in your organization. Codes are unique across all clubs, so pick a different code. You want to retire a program but keep historical records Turn the Active toggle off instead of deleting. Disabled programs stay in reports but can’t be selected for new check-ins. Delete only programs that were never used.
  • Check-in models - where external programs fit alongside memberships and direct payments.
  • Payment methods - the methods used to collect an external program’s per-visit fee.
  • Booking policies - when payment-at-check-in requires the member to pick an entrance method.
  • Attendance - see which entrance method was used for each check-in.